A lease doesn't send a reminder.
TraxKey does, 90 days out.
TraxKey AI watches every lease for its renewal window, opens the move-out turn the moment a tenant doesn't renew, and keeps rent, maintenance, and inspections in the same system instead of three logins. One unit or a hundred-and-fifty, it's the same AI watching all of it, every day, not just when you remember to check.
Pilot stage · first 100 customers: first unit free for life
No trust accounting, no rent collection · Visibility and follow-up, not fund movement
Run short-term units too? See the short-term side →
Three moments that cost you a resident, or money
Every one of them needs the lease, the maintenance log, and the calendar in the same place
A spreadsheet doesn't watch dates. A maintenance app doesn't know a lease exists. TraxKey reads both, every day, which is the only way to catch these before they cost you something.
A lease ends in 90 days and nobody's asked yet
TraxKey flags every lease as it enters its renewal window, and flags it again if the offer goes unanswered. A silent lease is the one that turns into a scramble in week 4, not week 12.
This is a date-math problem, and it's the one thing a spreadsheet is worst at doing unattended.
A resident reports a leak and hears nothing back
TraxKey diagnoses the request, matches a vendor by real completion rate and cost, and dispatches it, then chases the vendor if they go quiet. The resident gets an email when someone's assigned and again when it's done. No portal login required.
The silence is what turns a routine repair into a complaint. TraxKey closes that gap automatically.
A move-out turn slips because nobody scheduled it
The day a lease ends without renewal, TraxKey opens the move-out turn on its own: inspection, cleaning, repairs, relist, in that order, tracked the same way a short-term turnover is.
A vacant unit costs rent every day it sits open. The turn shouldn't wait on someone remembering to start it.
The Renewal Agent
A renewal offer that goes quiet gets flagged, not forgotten
TraxKey sends the renewal offer, then watches for a response. Silence past your notice window gets flagged as no_response, not left sitting as "offered" until someone happens to look. Accept a renewal and the new term activates itself the day the old one ends, rent updated, nothing re-typed.
Every rent figure TraxKey suggests is checked against real government rent data for that zip code, HUD Fair Market Rent and Census ACS estimates, not a guess pulled from a comp two neighborhoods over. It's a starting point for your decision, never an auto-applied number.
Unit 2C · lease ends in 61 days
Suggested rent, from HUD FMR + Census ACS for this zip
$1,840/mo suggested · current $1,725/mo
Flagged for you. Nothing sent without your say.
Setup
Import your leases once. Not a lease at a time.
Bring a spreadsheet export from wherever you run today, properties, units, residents, leases, vendors, and TraxKey maps it in. Or add one property at a time if you're starting fresh. Either way, every resident gets their own reporting link, no app to install, no password to remember.
- CSV import for properties, units, residents, leases, vendors, purchase orders, and invoices
- A resident link that just works. No portal login, no app.
- Manage on behalf of owners? Give each one a read-only view of just their properties.
- 30 days free on up to 10 units, no card. Your first unit stays free after that.
What TraxKey does once it's in
Lease enters its renewal window
Offer sent, response tracked automatically
No renewal accepted
Move-out turn opens the day the lease ends.
The rest of the operation
Rent, inspections, vendors, and owners, without switching tools
Everything a long-term portfolio needs day to day, reading from the same lease and unit records rather than a separate system for each one.
Rent tracked and chased, never collected
TraxKey shows what's outstanding and emails a reminder on your ladder: polite first, firmer with you copied second, then it stops and hands it to you. It never touches the money, no trust accounting, no payment processing. If you need that today, AppFolio or Buildium is the right answer.
Move-in and move-out inspections, compared
Condition records at move-in and move-out, and what changed between them. That comparison is what makes a deposit deduction defensible later, not a memory of how the unit looked.
Vendors ranked by what actually happened
Completion rate, average cost, average rating, computed from your own job history on this account, not an industry benchmark. A silent vendor gets chased, then the job goes back up with the next-best name already suggested.
Rules the AI actually follows
Set an approval limit above which nothing dispatches without you, quiet hours, a preferred vendor per trade. Business memory, stored as rules you can read back, not a black box you have to trust blind.
Owners get their own read-only view
If you manage on behalf of property owners, each one logs into a view scoped to just their properties: occupancy, open work, financial summary. No spreadsheet emailed monthly.
One calendar, leases and turns together
Lease terms, renewal deadlines, and move-out turns on the same timeline as any short-term units you run. If you're long-term only, it's still one place to see everything coming due.
Purchase orders that chase themselves
Log what you've ordered for a unit and when it's due. A late part that's holding up a turn gets chased with the supplier automatically, and you hear about it while there's still time to act.
Every AI decision, with its reasoning attached
Why a vendor was picked, why a rate was suggested, why a request was flagged for you instead of dispatched. Read it back any time, it's not a black box making calls you can't see into.
If you're comparing us to AppFolio or Buildium
They handle the money. This is what runs the operation around it.
Fair fight, not a dismissal. AppFolio and Buildium are mature, full-service platforms with trust accounting and payment processing built in, years of it. Here's where TraxKey does something neither one is built to do.
An AI that diagnoses and dispatches, not just logs
A maintenance request in AppFolio or Buildium is a ticket someone has to work. TraxKey's coordinator reads the description, matches a vendor by real performance, and dispatches it, then chases the vendor if they go quiet. You approve anything above your cost threshold, everything else just runs.
Renewals watched for silence, not just dates
Most platforms remind you a lease is ending. TraxKey tracks whether the tenant actually responded to the offer, and flags it separately when they haven't, closer to the deadline than a calendar alert alone would catch.
Short-term and micro-resort units, same system
Run any mix of long-term and short-term, or a compound with shared amenities? Neither AppFolio nor Buildium has a concept of a booking calendar or a shared pool. TraxKey treats it as one portfolio.
Where they're ahead
Trust accounting, online rent payment, tenant screening, and years more depth on the accounting side. If you need to actually collect and hold rent today, that's not what TraxKey does, and it's deliberate. AppFolio or Buildium is the right tool for that.
Also run short-term units or a compound?
They live in the same place
Most tools make you pick a side. Long-term platforms don't understand guests or booking calendars; short-term platforms don't have a lease table. If you run both, that's two systems, two vendor lists, split history. TraxKey treats it as one portfolio from day one.
Import your first lease in about a minute
Free for one unit. No credit card.
Pilot stage · first 100 customers: first unit free for life